Shifts are defined as the daily work schedule of an employee. An employee’s attendance is based on whether he is clocked in or not during the hours as determined by the shift that has been assigned to him.
Admins can create two types of shifts:
1. A Fixed Shift is a shift wherein the employee’s clock in and clock out hours are defined, to include clock ins at the beginning of the day and after every break, and clock outs at the end of the day and at the start of every break. Fixed shifts include a Shift Break (usually known as lunch break), which is unpaid, as well as a Short Break, which is paid. You can determine the durations of the Shift Break and Short Break.
For example, an employee with a fixed shift from 9am to 6pm, a shift break from 12nn to 1pm and a short break of 30 minutes will need to clock in by 9am, clock out at 12nn for shift break, clock back in by 1pm to end the shift break, and then clock out at 6pm. During this duration, he can be clocked out for 30 minutes for his short break with no deduction. The employee’s hours worked for the day is 8 hours (9 hours from 9am to 6pm minus 1 hour for shift break).
2. A Flexi Shift is a shift wherein the employee’s clock in and clock out hours are flexible, and his attendance is based solely on the number of hours he is clocked in during his shift.
For example, an employee with a Flexi Shift from 9am to 9pm and hours worked of 8 can clock in any time after 9am and clock out any time before 9pm. He can also clock in and out any number of times during the day without penalty. The system will base his attendance on the number of hours he is required to be clocked in, in this case 8 hours. If he does not meet the 8-hour clocked in requirement, the system will make deductions due to short shift.
There are 2 ways shifts can be assigned to employees. A shift can be assigned to an employee directly. This can be done by going to Employees > Click Employee > Shifts > Add Employee Shift. A shift can also be assigned to a department an employee belongs to. This can be done by going to Company Setup >Time > Schedules > Shift per Department > Add Shift per Department. If an employee doesn’t have a shift assigned to him, he will be assigned the company Work Days, which can be found by going to Company Setup > Time > Schedules > Work Days.
Please note that the system will prioritize assigned shifts as follows:
First Priority: Shifts assigned to employees directly
Second Priority: Shifts assigned to an employee’s department
Third Priority: Company Work Days
For example, if an employee has a shift directly assigned to him, and then a shift was assigned to his department that overlaps the validity date of the previously assigned shift, the system will still recognize the shift assigned to him directly. He will then revert to the shift assigned to his department once the validity date of the first shift is over.
A shift's validity is determined by the Valid From and Valid To fields.
You can leave these fields blank, but please note that any new shifts you assign to the employee will be valid only if you either delete or edit the validity dates of the existing shift.
You will receive an error message if you try to add a new shift with validity dates that overlap with those of an existing shift.
When adding multiple shifts to an employee, you will only be able to add the multiple shifts if the validity dates do not overlap.